Grants And Programs AssistantOklahoma Arts Council
Grants And Programs Assistant Unclassified
Department: Oklahoma Arts Council
County Location: Oklahoma
Posting Date: April 1, 2018
Open Until Filled
Oklahoma Arts Council
The Oklahoma Arts Council (OAC) is the official state agency for the support and development of the arts. We strive to build a diverse team comprised of the best and brightest individuals to support our mission to lead in the advancement of Oklahoma's thriving arts industry and our vision to use the arts as a transformative force for education, quality of life, and economic development. The Oklahoma Arts Council is currently seeking enthusiastic and creative people with an entrepreneurial spirit and dedication to public service to contribute to our team.
Position Summary: The Grants and Programs Assistant provides grants office support as well as general agency administrative and programmatic support. This position organizes the grant application and review processes; assists constituents with the grants application system; and, maintains grants-related records and filing systems. Additionally, this position manages the agency's contact management database, assists with the development and implementation of agency programs and initiatives, and serves as a backup for the Executive/Finance Assistant as needed. This is a full-time, exempt position that reports directly to the Deputy Director with state retirement and insurance benefits, including health, dental, life and disability insurance. Salary is commensurate with experience with a cap of $41,600.
Grants Access: Serve as the initial point of contact for organizations seeking OAC support Respond to questions from potential and current applicants as needed Process requests for grants system access Distribute information on grant programs and the grants system to the public Work with Grants Director and program staff to coordinate and organize annual regional grant workshops across the state Provide technical assistance to grantees and applicants regarding grants system access, application requirements, application submissions, and grantee reporting requirements Develop and maintain grants system login registration and confirmation procedures Work with Grants Director, Deputy Director, Web/Publications Director, and Director of Marketing and Communications to ensure materials on the OAC website and in communication mediums are consistent with current messaging and policies regarding OAC grants system login eligibility and grant specific requirements.
Grants Processing: Monitor OAC grants system for submitted applications, upload support materials in preparation for all grant review panel meetings, identify and communicate with applicants regarding missing or incomplete materials for applications and final reports as necessary. Work with program staff to support processing of grantee materials and reports. Coordinate and schedule all grant panel review meetings with internal staff and/or outside panelists. Provide administrative support during grant review panels, which may include taking notes, preparing draft comments to be reviewed by the Grants Director, and/or providing support to panelists as needed. Support the Grants Director in the preparation of the FDR report. Support the Grants Director in the preparation of Council meeting materials. Run queries through the FileMaker database on current OAC grantees per request from agency leadership or staff. Communicate with applicants and grantees regarding the submission of their grant materials. Identify and catalog electronic and hard copy materials essential to the review and awarding of grants. Manage all internal electronic and physical files and records as related to OAC grantees and grants provided. Prepare paperwork and room setup for all grant review meetings. Review late contracts, final reports, and final report support materials and follow up with grantees as needed. Archive grant materials. Respond to grantee inquiries regarding grant status. Participate in work groups with leadership and program staff to determine effectiveness of grants programs and processes. Participate in research to support agency grant making policies and procedures. Meet with Grants Director to discuss current projects, prioritize tasks, and assess progress on tasks and goals. Provide record keeping support in both hard copy and electronic format, as needed. Identify patterns in grant making, with grantees, and/or in arts community as related to OAC work. Work with Grants Director and program staff to develop individual and organizational knowledge regarding OAC grantee agencies.
Grant Payment Processing: Update and submit all vendor paperwork required for grantee agencies. Enter all payment information into FileMaker once received from the Executive Director Ensure that all grant recipients are paid promptly. Provide technical support to grantees and potential applicants regarding payment status. Secure and process all necessary paperwork from outside grant review panelists. Periodically review projects to ensure payments are processing. Query FileMaker database to ensure records are complete with payment information. Respond to audit inquiries on behalf of grantee agencies regarding OAC disbursement of funds. Follow up with contracted panelists to ensure stipends are received.
Program and Administrative Support: Organize and oversee agency's contact management database to ensure contacts with constituents, schools, libraries, municipalities, tribes, nonprofit organizations, artists, and other community resources and individuals are accurate and up-to-date. Provide budget support for agency programs and initiatives, including distribution of monthly department expenditures for leadership and staff Coordinate staff travel requests and claims. Provide back-up finance support to the Executive/Finance Assistant as needed. Assist with the development and implementation of agency programs and initiatives, which include but are not limited to the Oklahoma Arts Conference, Leadership Arts, and Governor's Arts Awards. Provide administrative support to staff including drafting and preparing letters, forms, reports, and other documents, as well as monitoring and maintaining electronic and paper files and records for documents, materials, and supplies. Procure statements and images of grantees and their experiences to share via OAC communications platforms and grant reports. Proof written copy of programs to be used for annual reports, newsletters, and other reports as needed. Attend, support, and participate in various OAC programs, as assigned.
General Office Support: Provide back-up administrative support to the Executive/Finance Assistant as needed, including answering the main telephone line, collecting agency mail, stocking supplies, and coordinating agency calendars.
Successful candidates will: View themselves as an ambassador of the agency with all visitors and the public and have awareness of the importance of front-line responsibility in the public's perception of the agency. Collaborate as a team player with other agency staff to deliver quality programs and services. Be able to administer highly confidential matters with tact and diplomacy and the utmost discretion. Demonstrate professional business orientation and acumen. Have exceptional interpersonal and written communication skills. Display a positive attitude and excellent customer service orientation. Project a positive and cheerful demeanor, especially in stressful situations. Be adept at interacting with people of various social, cultural, economic, and educational backgrounds, embracing diversity and inclusion. Demonstrate excellent planning and organizational skills. Meet deadlines consistently. Take a proactive approach and work independently. Maintain a pleasant and respectful work environment conducive to productivity. Handle unforeseen events quickly, calmly, and in a professional manner. Be attentive to detail and committed to excellence in all aspects of work. Present a professional appearance. Have knowledge of arts and arts programming, as well as current trends and best practices in grant making. Have experience with budget development.
Qualifications: Graduation from an accredited four-year college or university with a degree in art, business or public administration, arts administration, education, or a related field. Basic financial management and experience preferred. Exemplary knowledge of technology, with a high level of computer literacy including the Microsoft Office 365 Suite (Outlook, OneDrive, Word, Excel, PowerPoint, OneNote, and SharePoint), database technologies, and mobile computing, among others.
o FileMaker Pro or equivalent database knowledge preferred.
o Bilingual, Spanish-speaker a plus.
Key Requirements/Physical Demands:
o Pre-employment OSBI background check must be successfully completed.
o Must hold driver's license and be able to drive a vehicle to various locations across the state if necessary.
o Must be able to lift and carry up to 30 pounds.
The Oklahoma Arts Council is an equal opportunity employer. It is the policy of OAC to prohibit unlawful discrimination and to provide equal employment opportunities to employees and applicants, without regard to political or religious opinion or affiliation, race, color, sex, national origin, ancestry, age, disability, genetic information, veteran status, or any other reason prohibited by law. It is the policy of OAC to provide equal opportunity in employment, advancement and other conditions of employment to all qualified applicants and employees. It is the intent of OAC to fully comply with all applicable state and federal equal opportunity and non-discrimination laws and regulations.